The Shortcuts pane displays a number of shortcuts that you can click to quickly find items.

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1 This document would help you familiarise with Shortcuts Pane Review Date: 16/03/2016 The Shortcuts pane displays a number of shortcuts that you can click to quickly find items. Shortcuts Pane appears on the left of HP Records Manager Window. (If it doesn t appear, select View Menu Shortcuts Pane) There are three tabs on the shortcuts pane: Favourites Trays Recent Contents Favourites Tab:... 2 To Add an item to Favourites... 2 To remove an item from Favourites... 2 Trays:... 3 Records Work Tray:... 3 To Add to Records Work Tray using Toolbar:... 3 To Add to Records Work Tray using Copy/Paste:... 3 To Remove from Records Work Tray:... 3 Records Due Tray:... 4 To Remove records from Records Due Tray:... 4 Documents Checked Out:... 4 To Remove records from Documents Checked Out Tray:... 4 Recent Tab:... 5 To Add to Recent Documents / Recent Files:

2 Favourites Tab: - Shows shortcut to users favourite items. Frequently used items can be added to your Favourite Tab. Items can be Records / Locations / Classifications / Schedules / Saved Searches / Document Queues. Items have to manually added / removed from the list of favourites. Favourites Displays all records that you made as favourite Displays all locations that you made as favourite Displays all Classifications that you made as favourite Displays all Schedules that you made as favourite Displays all searches that you have saved and made favourite Displays all documents queues that you have made favourite To Add an item to Favourites Tag the item/s (a tick on the extreme left of the row) you want to make favourite From the Add Menu in Toolbar, select Add to Favourites To remove an item from Favourites: Right click the item Remove Remove from Favourites 2

3 Trays: - Shortcuts to items that match certain criteria. Trays Displays all records that you have sent to work tray Displays all records that are assigned to you or to your position Displays all records with actions due assigned to you or your position Displays records with electronic attachments that you have checked out to Offline records Displays your links between inbox folders and HPRM files Displays the electronic documents you have checked out Records Work Tray: This can be used as a tray for holding the records that you are currently working on. Records have to be manually added / removed. To Add to Records Work Tray using Toolbar: Tag the item/s (a tick on the extreme left of the row) you want to make favourite From the Add Menu in Toolbar, select Add to Records Work Tray To Add to Records Work Tray using Copy/Paste: If you are working with large sets of record numbers, you can type up the list of record numbers in notepad/excel and then copy and paste the numbers into the Records Work Tray. All records corresponding to the record numbers will be displayed in Records Work Tray. To Remove from Records Work Tray: Right click the item Remove Remove from Records Work Tray 3

4 Records Due Tray: This tray displays all records with actions which need to be completed by you. The records due tray will display records that meet the following criteria: - They have an action with your location in the Responsible Location field. - The action is due next i.e. prior actions have been completed To Remove records from Records Due Tray: The records remain in this tray until you complete action. To complete an action: Tag the records you wish to complete action for From the Action menu in toolbar, select Complete Current Action Select Yes To All to apply the complete action command to All Tagged rows. All tagged records with completed actions should disappear from the due tray. Refresh the screen (F5) or Open Records Due Tray again to see the updated list. Documents Checked Out: This tray displays the electronic documents you have checked out for editing. Documents are added to this tray when you right click on a record and select Check Out. To Remove records from Documents Checked Out Tray: Records remain in this tray until you check in the documents that you have checked out. To check In: Tag the records in the Documents checked Out Tray Right-click Select Check In. Check In using Make a New Revision to save all changes. The HP RM Record will now have a new revision with the updated information 4

5 Recent Tab: - Shows shortcut to users recently used records Recent Displays up to 25 recently used files Displays up to 25 recently created or updated records with electronic documents To Add to Recent Documents / Recent Files (My containers): HP Records Manager automatically saves the 25 recently created / used documents and files in Recent tab. If you want to manually add to Recent Document / Recent Files: Tag the documents/files From the Add menu in the toolbar, select Add to Recent Documents / Add to Recent Files 5